Executive Assistant

Job Posting Organization:
The United Nations Development System was reformed on January 1, 2019, to enhance its effectiveness in achieving the 2030 Agenda and the Sustainable Development Goals (SDGs). This reform led to the establishment of the UN Resident Coordinator Offices (UN RCO), which operate under the leadership of an independent UN Resident Coordinator. The UN Development Operations Coordination Office (DCO) was transformed into a stand-alone office within the UN Secretariat, responsible for overseeing the resident coordinator system. The DCO's mission is to ensure that the RC system is optimally configured to support the acceleration of the 2030 Agenda, emphasizing data, digital innovation, and a mission-driven culture. The position is based in the UN Resident Coordination Office in Djibouti, which plays a crucial role in supporting countries in achieving their development priorities and SDGs.

Job Overview:
The Executive Assistant plays a vital role in ensuring the effective and efficient functioning of the Resident Coordinator's Front Office. This position involves managing the RC's schedule, logistical requirements, and maintaining protocol procedures. The Executive Assistant is responsible for managing information flow, following up on deadlines, and ensuring that all correspondence and documents adhere to UN standards. The role requires a high degree of confidentiality and discretion, as it involves interaction with senior management and external stakeholders. The Executive Assistant will also coordinate high-quality briefing materials for the RC, manage travel arrangements, and assist in organizing official events. This position is integral to the smooth operation of the RC's office and requires strong organizational and communication skills.

Duties and Responsibilities:

• Ensure effective and efficient functioning of the RC Front Office by maintaining the Resident Coordinator’s calendar, arranging appointments, providing protocol coverage, and ensuring logistical details for events.
• Coordinate high-quality briefing materials for the RC, ensuring all correspondence meets UN standards.
• Draft key correspondence, including notes to files and official documents.
• Manage travel arrangements for the RC, including preparing travel requests and ensuring logistics are in place.
• Maintain contact lists of high-level partners and assist in organizing official events.
• Provide effective communications support by maintaining a filing system, screening incoming calls, and coordinating activities of the RC driver.
• Act as an alternate to the RCO Administrative Assistant when required, supporting day-to-day administrative tasks.
• Assist with data collection and analysis, preparing presentations and reports for decision-making.
• Perform other relevant duties as assigned.

Required Qualifications:
Completion of a high school diploma or equivalent is required. A bachelor's or advanced university degree in business administration, office management, communication, or a related field is highly desirable. Candidates should possess strong administrative skills and a thorough understanding of UN administrative, financial, and human resources regulations. Professionalism, planning and organizing skills, and client orientation are essential competencies for this role.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a bachelor's or advanced degree in relevant fields such as business administration, office management, or communication will be preferred. This educational background is crucial for understanding the complexities of administrative functions within the UN framework.

Experience:
Candidates must have a minimum of seven years of experience in executive, administrative, coordination, or operational support functions. This experience should include roles that require a high degree of discretion and confidentiality, as well as interaction with senior management and external stakeholders. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Relevant experience within the UN system, government institutions, or international organizations is highly valued. Demonstrated experience in managing schedules, preparing briefing materials, and supporting leadership decision-making is essential.

Languages:
English and French are the working languages of the United Nations Secretariat. For this position, proficiency in both languages is required, with specific levels outlined in the UN Language Framework. Candidates must demonstrate the ability to read, write, listen, and speak in both languages at the required levels to effectively communicate and perform their duties.

Additional Notes:
This is a Fixed Term position, initially for one year, with the possibility of extension subject to budgetary approval. The position is open for local recruitment, meaning applicants must be authorized to work in Djibouti. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The UN is committed to achieving gender balance and creating a diverse and inclusive work environment. All applicants are encouraged to apply online as soon as possible, and the UN does not charge any fees during the recruitment process.